COVID-19 placed a huge blow on property management, with hotels left coping with plummeting occupancy rates, cancellation chaos, and alarming guest safety concerns. Now in 2024, we have fully recovered from the aftermath of the pandemic, and the growth of PMS is booming, making it an integral part of hotel technology.

Hotel Management Systems and Hotel Software are all terms used interchangeably with PMS. These software solutions empower hotels to streamline their operations, from managing reservations and guest information to billing and generating reports. Recent research conducted for “The 2023 Smart Decision Guide to Hotel Property Management Systems” revealed an interesting statistic: a staggering 82% of hoteliers at small and medium-sized properties, and an even higher 92% of those at large, full-service establishments, reported significant or dramatic revenue improvement after upgrading their PMS within the past three years. But is your hotel chain not able to reap the benefits from your current PMS, nor is it improving your bottom line? Well, then this is a sign that you need to switch up your PMS and make space for something better. Let’s dive in!

1. Limiting Operational Potential
Is your hotel running smoothly, or are you constantly battling friction in your daily operations? An outdated PMS can be the culprit behind sluggish workflows and frustrated staff. It could easily become a system that hinders, rather than helps, your team. Does your PMS lack the functionalities to streamline tasks like reservations, housekeeping, or guest communication? Crucially, does it limit your ability to analyze data and make informed decisions that can maximize revenue?

If the answer is yes, then it might be time to consider an upgrade. A modern PMS should empower your team to work efficiently and unlock the full potential of your hotel’s operations.

2. Lacking Essential Features
Personalization is the most important pillar that the hotel industry stands on, and it thrives on creating a good experience for guests. But if your good old PMS feels more like a relic from a bygone era, it might be seriously hindering your ability to deliver. Here’s how to tell if your PMS lacks the essential features needed for today’s competitive landscape.

● Does your PMS struggle with features that are now considered table stakes?
● Can guests easily book online, or are they stuck with clunky phone calls?
● Does it offer integrated payment options for a smooth checkout experience?

The biggest shift in the PMS world is the move from on-premise systems, where bulky servers hold your data hostage, to cloud-based solutions.

3. Poor Integration with Third-Party Apps
A poorly integrated PMS can create data silos and communication breakdowns. These could be small mishaps like reservation details not syncing with your channel manager, leading to overbookings. Or guest preferences not making it to your housekeeping system, resulting in missed expectations.

A modern PMS should connect smoothly with other hospitality solutions. This could include channel managers for efficient online distribution, guest engagement platforms for personalized communication, or even point-of-sale systems for seamless restaurant and bar service.

4. Limited Reports & Control
A hotel that doesn’t keep a stringent eye on its performance is essentially running in the dark.

If you have a restricted PMS, you might be struggling to get timely reports on crucial metrics like occupancy rates, revenue streams, or guest feedback. Without clear data visualization, you’re essentially making decisions without any backing. A modern PMS should be a window into your hotel’s health, offering customizable reports that allow you to drill down and identify trends.

5. Lack of Process Automation Opportunities
Manual data entry, generating reports, and sending repetitive guest emails – these time-consuming activities can quickly drain team morale and hinder efficiency. If this sounds familiar, it might be a sign your hotel management software lacks essential automation features. A modern PMS should be an automation powerhouse, freeing your team to focus on what truly matters – delivering exceptional guest experiences. Look for a PMS that can automate tasks like:

Reservations: Streamline the booking process with automated confirmation emails, guest communication, and even pre-populating guest information for faster check-in.

Reports: Schedule automatic report generation, allowing you to receive key performance indicators delivered straight to your inbox, eliminating the need for manual data extraction and analysis.

Guest Communication: Personalize guest communication with automated pre-arrival emails, post-stay surveys, or targeted upsell offers. This saves your team valuable time while fostering guest engagement.

6. Customization in the Hotel PMS
What do hotel industry giants like Marriot and Hilton have in common? Marriott has invested heavily in technology solutions, including its “Marriott Bonvoy” mobile app while Hilton has come up with something similar called a “Hilton Honors” app which offers functionalities like mobile check-in and room selection.

What do we deduce? The hospitality industry runs on individuality. Your hotel has a unique brand identity, specific guest demographics, and tailored operational needs. But if your current online hotel management system feels like a rigid, off-the-rack solution, it might be holding you back. Just think about this question: are you forced to adapt your operations to fit the limitations of the software, rather than the other way around?

7. Embrace Digital Convenience
Property management in the digital age is all about convenience and efficiency. Is your PMS stuck in the paper trail era? Tenants today expect a seamless, app-based experience. Look for a system that offers:

  • App-Based Check-In: Modern PMS integrate with mobile apps that allow tenants to securely access their unit upon arrival.
  • Smart Lock Access: Digital door locks controlled by the PMS grant access and enhance security.
  • Ordering Power: Integrations with local services allow tenants to order amenities like cleaning or furniture delivery directly through the app.
  • Frictionless Payments: Online rent payments are a must-have. Look for a system with secure payment gateways and automatic reminders.
  • Feedback Fast Lane: A mobile app facilitates easy feedback from tenants, allowing you to address concerns and improve their experience.
  • Paperless Paradise: Gone are the days of paper invoices. Digital PMS provide tenants with soft copies, reducing clutter and environmental impact.

8. Your Team is Frustrated and Inefficient
A well-functioning hotel software should empower your team, not frustrate them. Consider a situation where staff struggles to navigate the software, leading to errors, wasted time, and ultimately, a decline in morale. This isn’t just anecdotal – a recent report by “h2c Global PMS Study: The Future of Hotel Management Systems” reinforces this concern.

The report surveyed executives from over 110 global hotel chains, and the findings are quite telling. A staggering 66% of European hoteliers admitted to only utilizing a fraction of their PMS’s functionality. This suggests a significant gap between the system’s potential and its actual usability. Furthermore, only 38% reported comfortable using the PMS for guest-facing tasks like managing reservations or offering access to hotel services.

9. You’re Not Excited About the Future
Does your PMS feel like a dead-end, with limited potential for future upgrades or integrations? The hospitality landscape is constantly innovating, with new technologies emerging all the time. From contactless solutions and guest self-service options to artificial intelligence and data-driven guest personalization, the future is full of exciting possibilities. A future-proof PMS should be a flexible platform that can adapt and integrate with these evolving technologies, ensuring your hotel stays at the forefront of the industry.

10. Limited Data Handling Capabilities
Juggling multiple properties can be a rewarding challenge, but the wrong hotel management system can quickly turn it into a data nightmare. If your current PMS struggles to handle the influx of information from multiple locations, it might be time to explore solutions designed specifically for multi-property management.

An outdated PMS can’t effectively consolidate and analyze data from all your properties. This lack of centralized control makes it difficult to identify trends, optimize operations, or make informed decisions across your entire portfolio.
Risks of Sticking with an Inadequate PMS

Here are the risks of sticking with an inadequate PMS:

  • Shrinking Profits: Outdated systems can hinder revenue management, leading to lower occupancy rates and missed opportunities.
  • Wasted Time & Resources: Inefficient workflows and manual tasks drain staff time and resources.
  • Disgruntled Guests: Poor guest experiences due to communication breakdowns or limited personalization can lead to negative reviews.
  • Falling Behind: Inability to adapt to new technologies and guest expectations will leave you struggling to compete.

How to Choose the Right PMS

  • Does it meet your current and future needs (e.g., automation, guest experience)?
  • Find a solution that fits your budget and pricing model (e.g., subscription vs. upfront cost).
  • Can the system grow with your business and adapt to new technologies?
  • Is it easy to learn and use for your team?
  • Does the vendor offer reliable customer support and comprehensive training resources?

Why Choose mycloud PMS?
Is your current hotel management system letting you down? Are you struggling with outdated features, lack of integrations, or difficulty keeping up with the times? If so, then mycloud PMS might be the perfect solution for you.

Here’s why hoteliers are choosing mycloud hotel management software:

Solves Common Pain Points: We understand the challenges you face, from limited features to clunky integrations. mycloud PMS tackles these issues head-on, offering a comprehensive solution to streamline your operations.

Feature-Rich & Budget-Friendly: mycloud PMS boasts over 200 integrations and a wide range of features designed to automate tasks, enhance guest experiences, and boost revenue – all within your budget. They even offer a basic plan with essential features like a web booking engine, email campaigns, and PMS to get you started.

Award-Winning & Trusted: mycloud PMS isn’t just talk. They’ve been recognized for excellence by HotelTechReport for multiple years running (2021, 2022, 2023). This prestigious award shows their commitment to providing top-notch solutions. In fact, 34% of their reviewers come from luxury hotels, demonstrating their ability to meet the demands of even the most discerning establishments. (Links to award info and reviewer data).

mycloud PMS is designed with hoteliers in mind. Book a demo today and free yourself from an outdated PMS that hinders the productivity and growth of your hotel chain.

Final Thoughts

If your hotel is experiencing any of the warning signs mentioned earlier, like limited features, integration issues, or declining guest satisfaction, it might be time to consider a PMS upgrade.

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About The Author

Deepak Chauhan

Deepak Chauhan is responsible for marketing and positioning of “mycloud” platform and is a veteran in the hotel software industry with over 25 years’ experience giving him a strong understanding of the product requirements in the industry. He has very rare mix of working in operations of various hotels and chains for over 10 years and then co-founding a software product and service company, servicing 5 star hotels and chains for 14 years.

Deepak has led the development and marketing of cloud based hospitality systems to meet the specific, business objectives of small and mid-size properties across the globe and has worked closely with a diverse group of hoteliers and hotel technology vendors.